Privacy Policy

This policy explains what information Recordline Systems ("Recordline," "we," "us") collects, how we use it, and how we protect it. It covers this website, the employee records we handle for clients during a migration or integration project, and the accounts clients use to work with us.

1. This website

What we collect

This site has no accounts, no analytics, no advertising, no tracking pixels, and no cookies. It runs no JavaScript. The only information we collect is what you choose to send us through the contact form:

• Your name and email address
• Your company name, if you provide it
• The topic you select and your message

How the contact form works

When you submit the form, your message is sent by email to the Recordline team so we can reply to you. The website does not store submissions in a database. The message lives in our business email (Microsoft 365) and is used only to respond to your inquiry and follow up on a potential engagement. We do not add you to a mailing list.

Server and security logs

The site is hosted on Cloudflare. Like any web host, Cloudflare processes technical data such as IP addresses, browser type, and request times to deliver pages and protect the site from abuse. We do not use this data to identify or profile visitors.

2. Client records we migrate

When a company hires us to move HR and payroll records, we process employee information on that company's behalf. That information can include names, contact details, Social Security numbers, compensation and pay history, tax forms (such as W-2s), I-9s and supporting identity documents, onboarding documents, and acknowledgements.

For this data, our client is in control. We act as a service provider and handle it only under a written engagement agreement and a signed mutual NDA, and only to perform the work the client asked for. Our commitments:

• NDA before access. A signed mutual NDA comes before any credentials are shared.
• Kept in the United States. Client records are stored and processed in US-based Microsoft Azure data centers.
• Encrypted in transit and at rest. Extraction runs on encrypted machines into encrypted storage.
• Never by email. Records move only through the client's SharePoint, SFTP, or another secure channel the client specifies.
• Sensitive files restricted. Medical and workers' compensation records are delivered to a separate, HR-only location.
• Limited access. Only the people working on the project can access client data.
• Deletion. Working copies are cleared on delivery. We keep one secure copy for a warranty period set in the client's engagement agreement (typically 90 days), long enough to resolve issues that surface right after a migration. When that period ends, we permanently delete it.

If you are an employee of one of our clients and have a question about your records, please contact your employer. We will help them respond to your request.

3. Client accounts and activity records

Clients and their authorized staff may use a Recordline account, in our client portal rather than on this website, to request work, follow progress, and receive deliveries. For each account holder, we record who you are (such as your name, email address, and organization) and what you do in your account, including sign-ins, requests, approvals, and downloads. These records give each project a reliable history and help keep accounts secure.

Access monitoring

The records we handle are sensitive, so while they are in our care we keep an audit trail of every access: which person or system, including our own team, viewed, changed, or moved which data, and when. We review this trail to catch misuse, and it lets us show a client exactly how their records were handled.

Where our custody ends

Our monitoring covers records only while they are held in Recordline systems. Once records are delivered to infrastructure the client controls, or loaded into the client's HR or payroll software, they are in the client's hands and governed by the client's own policies. From that point on we do not track who accesses them, and we are no longer their custodian. The one exception is the warranty copy described above, which stays under the same monitoring until it is deleted.

4. How we share information

We do not sell personal information, and we do not share it for advertising. We share information only:

• With service providers that run our infrastructure (Cloudflare for website hosting, Microsoft for email, file storage, and cloud computing), under their security and confidentiality terms
• With a client's own systems and vendors, when the client directs us to deliver records there
• When required by law, or to protect the rights and safety of our clients, their employees, or us

5. Your choices and rights

You can ask us what information we hold about you from a contact form inquiry or a client account, ask us to correct it, or ask us to delete it. Email contact@recordlinesystems.com and we will respond within 30 days. Activity records tied to a client project may be kept even after an account is closed, because they are the record of how that client's data was handled. Depending on where you live, you may have additional rights under state privacy laws, and we will honor them.

6. Children

This site and our services are for businesses. We do not knowingly collect information from children under 13 through this website.

7. Changes to this policy

If we change this policy, we will update the date at the top of this page. Material changes affecting client data will also be communicated to clients directly.

8. Contact us

Questions about this policy or our security practices: contact@recordlinesystems.com.